What you need for a prison open day
A prison open day needs more than refreshments and chairs. Visitors must be checked in quickly, moved through the site in controlled groups and given clear safety and accessibility information. This shopping list covers the practical items for registration, guided tours, catering, seating and staff communication. Use your confirmed visitor capacity to adjust quantities, and arrange specialist equipment before invitations go out so shortages do not affect the visit schedule.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Foldable tablesqty 12
- Folding chairsqty 100
- Buffet tablesqty 4
- Counter tablesqty 2
- Stoolsqty 8
- Coat racksqty 3
- Waste binsqty 8
Tableware
- Coffee cupsqty 120
- Glassesqty 150
- Platesqty 150
- Cutlery setsqty 150
- Serving traysqty 12
- Serving spoonsqty 10
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Cutting boardsqty 4
- Knivesqty 6
- Scissorsqty 4
- Serving tongsqty 8
Equipment
- Portable sound system
- Wireless microphonesqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Power banksqty 6
- Walkie-talkiesqty 10
- Tablets for registrationqty 3
- Barcode scannersqty 2
Lighting
- LED lampsqty 8
- Outdoor light stringsqty 4
- Flashlightsqty 8
Decorations
- Information boardsqty 12
- Route arrowsqty 20
- Welcome banner
- Tableclothsqty 12
- Name badgesqty 120
- Lanyardsqty 120
- Wristbandsqty 150
- Conesqty 24
- Barrier tapeqty 6
- Crowd barriersqty 12
- Clipboardsqty 8
- Ballpoint pensqty 30
- Route mapsqty 150
- Visitor brochuresqty 150
- Visitor badgesqty 150
- Staff badgesqty 25
- Visitor locker keysqty 100
Cleaning
- Bucketsqty 4
- Mopsqty 6
- Broomsqty 4
- Dustpan and brushqty 4
- Cleaning glovesqty 12
- Microfiber clothsqty 20
- Disinfecting wipesqty 8
- Hand sanitizerqty 8
- Toilet brushesqty 4
- First aid kitsqty 2
- Fire blanketsqty 2
Catering
- Groceries
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 4 liters
- Lemon - 2 kilos
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilo
- Coffee cream - 4 bottles
- Butter - 1 kilo
- Baguettes - 20 pieces
- Mini rolls - 180 pieces
- Whole grain bread - 8 loaves
- White bread - 8 loaves
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Cream cheese - 2 kilo
- Ham - 3 kilos
- Chicken breast - 3 kilo
- Smoked meat - 2 kilo
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Mandarins - 6 kilos
- Yogurt - 6 kilos
- Muesli - 2 kilo
- Currant buns - 80 pieces
- Mini croissants - 100 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Pretzels - 5 bags
- Nut mix - 3 kilo
- Allergy-free cookies - 6 packs
- Butter cookies - 8 packs
- Mini muffins - 120 pieces
- Chocolate cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 2 jars
- Olive oil - 1 liter
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Garlic powder - 1 canister
- Napkins - 500 pieces
- Paper cups - 250 pieces
- Paper plates - 200 pcs
- Wooden stirrers - 300 pieces
- Toothpicks - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Dishwasher tablets - 1 package
Tips
- Prepare one registration station for every 75–100 expected visitors, with a tablet, barcode scanner, printed visitor list, name badges and spare pens at each station. Keep a separate paper backup in case the connection or battery fails.
- Allow roughly one chair per visitor expected to sit during the programme, plus a few extra for accessibility needs. Add coat racks and waste bins near the entrance and catering area rather than placing all of them in one room.
- For a one-hour welcome period, plan around two to three drinks per person, including coffee, tea and water. Use thermos flasks, coffee machines or kettles according to the available power supply, and provide enough cups, glasses and serving trays for the busiest arrival period.
- Give each tour group a way to hear instructions clearly: a portable sound system and wireless microphone for the main briefing, plus walkie-talkies for guides and staff managing entrances, parking or group changes. Test every device before visitors arrive.
- Check the venue’s power points before bringing coffee machines, kettles or sound equipment. Pack extension cords, power strips and power banks, and keep cables away from visitor routes so temporary catering or registration areas do not create trip hazards.
Frequently asked questions
- How many chairs do I need for a prison open day?
- Start with one chair per visitor who will sit during the programme, then add 5–10% spare capacity. Keep additional space for wheelchair users and companions rather than filling every row.
- How much coffee and water should I buy for an open day?
- For the first hour, allow two to three drinks per person. If the visit lasts several hours, provide at least one additional drink per person for each further two-hour period, and keep water available throughout.
- How many registration tablets are needed for a prison open day?
- Use one registration tablet and barcode scanner for every 75–100 expected visitors. Add a printed visitor list and a paper sign-in backup so check-in can continue if a device fails.
- When should equipment for a prison open day be arranged?
- Reserve tables, chairs, tents, catering equipment, microphones and communication devices at least two to four weeks before the event. Test powered equipment and prepare backup batteries or power banks no later than the day before.
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